Arkansas State University

Shared GovernanceShared GovernanceHistorical Perspectives

Strategic PlanningTwo-pronged model of

shared governance New Faculty HandbookAdministrative Restructuring Chancellor’s Writing Group

Task Force

Arkansas State University

Problems with Existing Shared Governance ModelProblems with Existing Shared Governance ModelTimely access to valid and reliable

informationCurrent process not functional

throughout the calendar yearLengthy and cumbersome processMultiple entry points – very confusingVesting of faculty in the shared

governance process/faculty commitment

Communication

Arkansas State University

Suggestions: Suggestions:

Streamline and clarify the processCombine AGOC and IGOC SGOCCommittee membership will be essentially

unchanged and will not be too large given the number of duplications needed for 2 committees

SGOC will serve as the one entry and exit point for all shared governance issues on the ASU-J campus

Arkansas State University

Shared Governance Oversight Committee (SGOCShared Governance Oversight Committee (SGOC)CompositionComposition

President of the Faculty Senate

President of the Staff Senate

One elected/appointed member of the Executive Council

Chair of the Academic Deans Council

Chair of the Chairs Council

3 tenured faculty members appointed by the Faculty Senate

3 staff members appointed by the Staff Senate

Chair of the Faculty Handbook Committee

President of the Student Government Association

President of the Graduate Student Council

Arkansas State UniversityShared Governance Oversight Committee (SGOC)Shared Governance Oversight Committee (SGOC)

Duties and ResponsibilitiesDuties and ResponsibilitiesCombine duties of two existing oversight committeesEstablish accountability for SG process Support shared governance committee duties (orient new faculty to

the shared governance process, delineate duties of committees and committee chairs, address issues of constituency concern, develop templates for shared governance proposals, agendas and minutes, etc.)

Communicate regularly with the ChancellorForward recommendations from SG process to the ChancellorRecommend the establishment or deletion of shared governance

committees to the ChancellorSet a timeline for all issues pertaining to shared governance

Arkansas State UniversityShared Governance Committee Responsibilities Shared Governance Committee Responsibilities

In addition to their regular committee function, when a proposal becomes the responsibility of a shared governance committee, the SGC shall:

Accurately describe the issueProvide appropriate supporting documentationInclude a proper analysis of the issue Engage appropriate constituency groups (e.g., Faculty Senate, Staff

Senate, Faculty Handbook Committee, etc.) on all issues and include constituency group’s comments, concerns and suggestions in their final draft as appropriate

Post information to the website such as agendas, action items, andminutes

Have authority to recommend the SGOC withdraw the proposal

Arkansas State UniversitySuggested Shared Governance Action/Decision DeadlinesSuggested Shared Governance Action/Decision Deadlines

30 calendar days* – Expedited Review 60 calendar days* – Full Review90 calendar days* – Extended ReviewPLUS 21 calendar days after final recommendation is submitted to the SGOC to allow for final votes from appropriate constituency groups (i.e., Faculty Senate, Staff Senate, etc.)

*Excluding holidays/times when the university is closed.

Arkansas State University

Administrative Support for Shared GovernanceAdministrative Support for Shared Governance

Website (a system that allows for easy access to information, full disclosure, and the use of electronic solutions to monitor the process and move the business of shared governance forward in a timely fashion)

Clerical (possible quarter-time secretarial)Student (graduate assistant or work

study)

Arkansas State UniversityShared Governance Process Shared Governance Process

Any constituent (individual or group) may submit a proposal into the shared governance process. In order to be  considered, each proposal must contain the following and be directed to the Chairperson of the Shared Governance Oversight Committee (SGOC).

Date

Sponsoring Constituent

Statement of the Issue

Rationale for Proposal

Type of review (extended, full, or expedited)

Shared Governance Process Date 

ReceivedDate 

ForwardedType of Review (extended, 

full or expedited)Action

SGOC Chairperson/SGOC 5,3,or 2 days Establish type of 

review and forward to 

SGC 

SGC Chairperson/SGC 5,3,or 2 days  Forward to 

Constituency Groups

Constituency Chair/Constituency Groups 21, 14, or 7 days Forward comments to 

SGC

SGC 21, 14, or 7 days Prepare final draft for 

voting and forward to 

SGOC 

SGOC 5,3,or 2 days  Return to 

Constituency Groups 

for Up/Down vote

Constituency Groups 21 days Notify  SGOC of vote 

SGOC 5,3,or 2 days Tally vote results from 

Constituency Groups 

and make final 

recommendation to 

Chancellor

Chancellor  Up  to 10 days Inform  Campus 

Community of 

decision and forward 

to President as 

appropriate or if 

unsupported, inform  

Campus Community 

of rationale for 

decision

Arkansas State UniversityStepsSteps

The SGOC via the Chairperson receives the proposal and establishes the type of review

The SGOC will evaluate the proposal and make a determination regarding the constituency groups that should be included within the proposal routing

Within 5, 3, or 2 days of receiving the proposal,  depending on the type of review, the SGOC will forward to the appropriate SGC 

If there is not an appropriate SGC to review the proposal, the SGOC may function as the SGC

Arkansas State UniversityStepsSteps

The SGC, via the Chairperson, will receive  the proposal and, depending on the type  of review, will forward the proposal 

within 5, 3, or 2 days to the appropriate  constituency groups 

Arkansas State UniversityConstituency Groups Constituency Groups

Vice Chancellor(s)Faculty SenateStaff SenateAcademic Deans CouncilChairs CouncilStudent Government AssociationGraduate Student CouncilFaculty Handbook CommitteeOthers as determined by SGOC

Arkansas State UniversityStepsSteps

The various constituency groups (CGs) will receive the proposal from the SGC, via their respective chairpersons, and have 21, 14, or 7 days, depending on the type of review, to respond to the proposal.

The CGs will forward their recommendations back to the SGC.

Arkansas State UniversityStepsSteps

The SGC will have 21, 14, or 7 days, depending on the type of review, to prepare the final draft of the proposal and forward to SGOC

The SGOC will have 5, 3, or 2 days, depending on the type of proposal, to forward the final draft to the CGs for an Up/Down vote

Arkansas State UniversityStepsSteps

The CGs will have 21 days to notify the SGOC of their votes

The SGOC will have 5, 3, or 2 days to compile the votes and make their final recommendation to the Chancellor

The Chancellor will have up to 10 calendar days to inform the Campus Community of the decision and forward to the President as appropriate, or if unsupported, inform the Campus Community of the rationale for the decision

Arkansas State UniversityImplementationImplementation

In order to move this proposal forward and implement this process as soon as possible, an expedited review of the following proposal through the current shared government system is requested

Arkansas State UniversityTask Force MembersTask Force Members

Mitch Holifield Dan HowardJulie IsaacsonGlen JonesLucinda McDanielMike McDanielLouella Moore

Proposal to Change Existing Process• Shared Governance Proposal to Change Existing Shared Governance Process• Date: August 20, 2008• Sponsoring Constituent: Chancellor’s Writing Group Task Force• Statement of the Issue: The current process is lengthy and cumbersome. It does not: 1)

provide timely access to valid and reliable information, 2) does not function throughout the calendar year, 3) has confusing multiple entry points, 4) still has not fully achieved faculty vesting in the process, and 5) communication is problematic.

• Proposal: We propose a revised process for shared governance for ASU-Jonesboro Campus Community. This proposal will also impact the Faculty Handbook and is presented as both a process change and a Faculty Handbook change. The proposed changes to streamline and clarify the process as follows:

• Combine the Academic Governance Oversight Committee (AGOC) and the Institutional Governance Oversight Committee (IGOC) into the Shared Governance Oversight Committee (SGOC)

– The SGOC Committee will be comprised of the following:• President of the Faculty Senate• President of the Staff Senate• One elected/appointed member of the Executive Council• Chair of the Academic Deans Council• Chair of the Chairs Council• Three tenured faculty members appointed by the Faculty Senate• Three staff members appointed by the Staff Senate• Chair of the Faculty Handbook Committee• President of the Student Government Association• President of the Graduate Student Council

•– The SGOC will serve as the single entry and exit point for ALL shared governance issues on the ASU-

J campus• The following table details the proposed shared governance routing process:

Arkansas State University

Questions?Questions?